Requirements Bid

Procurement Specialists or Buyers can use a requirements event to collect quantities of items in the line item sections from your internal requesters.

Create Requirements Bid Event

Users who have access to Manage tab can create requirements bid events.

Select Manage Tab > New and search an event template to start.

ESM Source > Manage Tab > New

ESM Source > Manage Tab > New

ESM Source > Manage Tab > New > Search Templates to Start

Filling in Event Header information on General Details and Event Description, Attachments, Terms & Conditions accordions.

ESM Source > Manage Tab > New > New Event > Event Header – General Details

Navigate to Event Header – Dates accordion. Select Requirements Event checkbox to mark this event as a requirements bid and enter a Requirements Due by Date.

ESM Source > Manage Tab > New > New Event > Event Header – Date

Once user saves the changes, user will see Solicit Requirements button in the Event Overview panel on the right side.

ESM Source > Manage Tab > New > New Event > Event Overview > Solicit Requirements

Users can now create, add, or edit event sections. Please make sure at least ONEline item bid section is included in the event. Once user completes setting up event sections, user can click the Solicit Requirements button to search and invite internal users to the requirements bid.

ESM Source > Manage Tab > New > New Event > Event Overview > Solicit Requirements > Search Users

User can use Contact Email, Contact First Name, and Contact Last Name to find the internal users. User can also select users from pre-defined Distribution List(s). Click on the Plus icon to select users from Search Results.

ESM Source > Manage Tab > New > New Event > Event Overview > Solicit Requirements > Assign Users

If the user’s entity is linked to other entities, user can also invite the users from the linked entities. Please contact ESM to set up linked entities if needed.

ESM Source > Manage Tab > New > New Event > Event Overview > Solicit Requirements > Assign Users from Linked Entity

User can click on the Publish button to release the requirements bid to selected internal users. User can also navigate back to the Event to continue editing by clicking Go Back to Event link next to the Publish button.

ESM Source > Manage Tab > New > New Event > Event Overview > Solicit Requirements > Publish

User can invite more internal users after the requirements bid is published. In the Manage Tab > Existing screen, user can find the published requirements bid has the status of Open for Requirements. After selecting the event, user can click the Solicit Requirements button to continue invite users.

ESM Source > Manage Tab > Existing

User can expand the Previously Published Users accordion to check which user has already invited to this event.

ESM Source > Manage Tab > Existing > Event > Solicit Requirements > Invite More Users

ESM Source > Manage Tab > Existing > Event > Solicit Requirements > Previously Published Users

Please note that once the requirements is published, the line item bid section(s) will become read-only on Mange Tab > Existing screen. Users can continue making changes to other sections and event headers.

Users can add new line bid section(s) and publish to internal users by clicking Solicit Requirement button.

Manage Requirement Bid

Procurement Specialist/Buyer can manage the requirements bid from Manage Tab > Requirements screen.

ESM Source > Manage Tab > Requirements > Event List

Requirements Bid Status

• New: Manage Tab user is currently creating the requirements bid event.
• Open for Requirements: Requesters can submit their requests.
• Requirements Locked: Procurement Specialist/Buyer locks the requirements bid event so that Requesters cannot submit new requests.
• Requirements Combined: Procurement Specialist/Buyer combines the selected requests and update the quantity column of line item bid section(s). Once the requirements are combined, no additional requests can be accepted, and the requests will not be editable. User can then publish the requirements bid event to suppliers for responses.

After clicking on one requirements bid event, User can view event general information in the Event Header section and manage the submitted request(s) in the Request section.

ESM Source > Manage Tab > Requirements > A Requirements Bid Event

User can click on the Request Name to view request details, and update quantities if needed.

ESM Source > Manage Tab > Requirements > Event > Request Name

ESM Source > Manage Tab > Requirements > Event > Request Details > Update Quantity

When user updates the quantity, the update history can be viewed after clicking on the History link.

ESM Source > Manage Tab > Requirements > Event > Request Details > Update Quantity > History

ESM Source > Manage Tab > Requirements > Event > Request Details > Update Quantity > History

Users can also reject the request(s) by clicking the Reject button. Users need to fill out the rejection reason(s) when rejecting request(s). Requesters can re-submit their requests after making corresponding changes.

ESM Source > Manage Tab > Requirements > Event > Reject Request

ESM Source > Manage Tab > Requirements > Event > Reject Request > Rejection Note

Lock Requirements

When Procurement Specialist/Buyer do not want Requesters to continue submitting requests, they can lock the requirements bid. User can check the checkbox for Requirements Locked in the Event Header section and click Update button to lock the requirements.

ESM Source > Manage Tab > Requirements > Event > Event Header > Requirements Locked

ESM Source > Manage Tab > Requirements > Event > Event Header > Requirements Locked Confirmation Pop-up Window

Please note that when the requirements is locked, Requesters can no longer submit requests. However, they can continue create new requests or edit existing requests. This action can be undone if needed.

When the requirements is locked, the event status will change to Requirements Locked. Users can uncheck the checkbox and click the Update button to unlock the requirements.

ESM Source > Manage Tab > Requirements > Event > Event Header > Unlock Requirements

ESM Source > Manage Tab > Requirements > Event > Event Header > Unlock Requirements Confirmation Pop-up Window

Combine Requirements

To combine requirements, User can multi-select the request and click Update button to save the selection.

ESM Source > Manage Tab > Requirements > Event > Requests > Included

User can also click on Include All to select all requests or Exclude All to unselect all requests. Please note that User Do Not need to click on Update button again after clicking on Yes button on the confirmation pop-up window.

ESM Source > Manage Tab > Requirements > Event > Requests

ESM Source > Manage Tab > Requirements > Event > Requests > Include All

ESM Source > Manage Tab > Requirements > Event > Requests > Exclude All

Once the requests are selected, User needs to lock the requirements before combine the requirements. When the requirements bid event is locked, Combine Requirements button will be displayed at the button of the screen.

ESM Source > Manage Tab > Requirements > Event > Combine Requirements

ESM Source > Manage Tab > Requirements > Event > Combine Requirements Confirmation Pop-up Window

After clicking on Combine button on the confirmation pop-up window, the selected requests will be combined and the quantities of line items will be updated. User now can publish this requirements bid event to suppliers for responses. Please note that this action cannot be undone. When the requirements are combined, NO additional requests can be accepted, and the requests will NOT be editable.  

ESM Source > Manage Tab > Requirements > Event > Requirements Combined

ESM Source > Manage Tab > Requirements > Event > Requirements Combined > Request Details in Read-Only